Camarillo City Council
AGENDA REPORT
Date: October 23, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Approve First Amendment to Agreement 2022-144 with Tyler Technologies (ExecuTime) Time & Attendance Software
BACKGROUND
As part of the City's ongoing efforts to enhance efficiency and modernize processes, the payroll approval and time entry system was identified as an area in need of improvement.
On June 8, 2022, the City entered into a three-year agreement (No. 2022-144) with Tyler Technologies to implement the ExecuTime Time and Attendance Software (ExecuTime)
DISCUSSION
The City completed implementation of ExecuTime at the end of 2022 and launched the live timekeeping environment to all City staff in January 2023. Since then, the Finance Department has experienced significant staff time savings in payroll processing.
ExecuTime has streamlined timesheet tracking, leave requests, and payroll entry processes across all City departments, providing enhanced data access through a user- friendly, web-based interface for both supervisors and staff.
Key features of ExecuTime that continue to support City needs include:
•Time tracking and exception reporting
•Project and job number tracking
•Employee benefit time requests and management
•A time-off scheduling calendar for supervisors
•Electronic timesheet approvals
•Configurable department workflow parameters
Amendment to Agreement with Tyler Technologies
October 23, 2024
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The software has also seamlessly integrated with the City's existing Enterprise Resource Planning (ERP) system, CentralSquare Technologies, ensuring compatibility and streamlined administrative processes.
Staff has negotiated a three-year extension to the current agreement with Tyler Technologies. The proposed extension includes a five percent increase in software costs for the first year, with no additional cost increases for years two and three. The software renewal cost for year one is $9,856.35 covering the contract term from November 1, 2024, to October 31, 2025.
It is recommended that in approving the upcoming renewal, the City Council also authorize the City Manager to execute future amendments or agreements with Tyler Technologies. To provide transparency and give the City Council a clearer picture of potential future costs, a five-year cost projection has been included below. This projection illustrates what the annual software costs may look like beyond the proposed three-year extension, assuming an estimated annual increase of approximately ten percent for years four and five.
Contract Year Contract Cost
Year One $9,856.35
Year Two $9,856.35
Year Three $9,856.35
Year Four $10,841.99
Year Five $11,926.19
Total $52,337.23
FISCAL IMPACT
Funds for the ExecuTime annual software renewal are included in the FY 2024/25 Budget in Information Systems, Administration budget, Account No. 530-5330-453.32-01.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that Amendment to Agreement with Tyler Technologies is not subject to CEQA review because it can be seen with certainty that there is no possibility that the Amendment to Agreement with Tyler Technologies may have a significant effect on the environment.
Amendment to Agreement with Tyler Technologies
October 23, 2024
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RECOMMENDATION
1. Find the renewal for Tyler Technology software applications is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3); and
2. Authorize City Manager to execute the 1 st Amendment to the Agreement with Tyler Technologies in the amount of $29,569.05; and
3. Authorize the City Manager to negotiate and execute future agreements and amendments, with Tyler Technologies for an annual increase not to exceed ten percent.
ATTACHMENTS
1. Tyler Technologies Time and Attendance Agreement First Amendment REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None